How to Type a Formal Business Letter
Think formal business letters are old-fashioned? Think again. Despite the abundance of emails and text messages nowadays, formal letters are still commonly used to conduct business. If you want to apply for a job, file a complaint or simply ask for more information about a company, there's a good chance you will need to type a business letter. The following steps explain how to type a business letter in the full block format, where all of the lines align to the left.
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Instructions
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Use business letter with a computer. Use preprinted letterhead or white 8.5-by-11 inch paper.
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Choose an easy-to-read font like Times New Roman or Courier with a point size of 10 or 12.
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Hit the "enter" button four to six times from the top of the page. Then type your name, title and address. (If you have your own letterhead, ignore this step.)
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Skip another three lines. Type in the date.
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Type the recipient's full name, title and address a couple of lines below the date. Use the proper title before the recipient's name, such as Ms., Mr. or Dr.
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Skip two lines and type the salutation followed by a colon. For example, "Dear Dr. Smith:" or "Dear Ms. Jones:"
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Skip two more lines and start your letter. Your opening paragraph should explain the purpose of your correspondence--for example, "I am writing to complain about one of your products."
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Complete the body of the letter by expanding on what you wrote in the first paragraph. Your final paragraph should briefly restate the purpose of your letter.
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Before you finish your letter, refer to any documents you are enclosing--for example, "I have enclosed my resume and writing sample."
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Skip two lines and finish the letter with a "Thank you" or "Sincerely" or your choice of professional closing.
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Skip four lines and type your name. When your letter is printed, sign your name in the space provided.
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Tips & Warnings
Proofread your letter before you send it. It may be a good idea to have somebody else read it, too. If you don't own a computer, call your local library. Public libraries often offer free computer access. Brevity is important. Try to keep your letter to one page.
Never use profanity in a business letter. Avoid slang. Do not type in all caps.
